Receive Transferred Submissions from Another Publication

Publications with the transfer feature enabled can both send and receive transferred submissions.

When a publication receives a transfer, a notification is sent by the sending publication to the receiving publication, using the email address indicated during configuration of the transfer feature (see below). This letter is also stored in the Correspondence History of the receiving publication. The receiving site may also configure a letter to notify its Editor(s) of a new inbound transfer.

A transferred submission's record on the receiving site is automatically populated with associated Author-entered data from the originating site (e.g., Co-author information, Article Title, Author Comments). Publication-configurable fields (e.g., Article Type, Classifications) are populated only if the receiving publication has an exact match to the sending publication; otherwise, they are populated with default values or left blank. The receiving publication's requirements for these fields is enforced when the submission is edited. Custom fields (e.g., Additional Information, Submission Item Metadata) are populated only if there is in an exact match in the label and data type.

If a submission is transferred after going through editorial review at the initial publication, then Reviewer information from all versions can transfer with it (if the Reviewer has agreed to transfer information and/or Reviews to the receiving publication).

Submission files from all revisions, system PDFs, and all Editor and Reviewer attachments are transferred and available as companion files. Decision letters are transferred and accessible in the Correspondence History (marked External Correspondence) and on the Transferred Information page.

Any authorized Editor can access the submission in the Transferred Submissions folder (on the Editorial Main Menu). A Transferred Information link appears in the Transferred Submissions folder, the Details page (if configured), the Editor's Decision and Comments page, and the View Reviews and Comments page.

To move the submission forward in the workflow, click the Edit Submission action link to verify that all publication-required fields are completed appropriately.
If so, build the system PDF (this is not included in the transfer).
If not, use the Send Back to Author action link to request missing items and/or information.

After the PDF is built and approved (by the Editor or the Author), a Transfer Complete link appears in the submission's Action Links column. When the submission is ready to move into the publication's editorial workflow, click the Transfer Complete link. From this point on the submission is treated in the workflow like any new submission.

TO CONFIGURE:

Enabling this feature allows a publication to handle incoming and outgoing transfers. Both the sending and receiving publications must have the transfer feature enabled and each list the publication code for the other.

Go to AdminManager > Configure Cross-Publication Submission Transfer.

Configure Transfer Time Limit: Enter the number of days allowed the Author to respond to the transfer offer.
Configure Transfer Target Publications: Check the box next to "Enable cross-publication submission transfer for Editorial Manager publications not in a People Sharing Group" and enter the publication code of the journal(s) to which submission transfer is enabled. Click the Add button after entering each code.
Restrict Transfer Target Publication(s): Check the box(es) to allow an Editor to limit the number of target publications suggested to the Author.
Configure Email Addresses for Notification
1. Transferred submission received (for incoming transfers)
2. Error during outbound transfer (for sent transfers)

When all fields are completed, click Submit.

Go to RoleManager > Editor Role. Grant permission to applicable Editor roles:

Receive New Transferred Submissions in 'Transferred Submissions Folder': Allows user to manage transfers.

Transfer-related information may be included on custom Details pages. See Configure Details Page.

A Submission Transferred to Publication letter can be sent to notify the Editor(s) of a new inbound transfer. (This letter is in addition to the notification sent by the publication initiating the transfer. The letter may also be configured to send to the Corresponding Author.

Once the letter is complete, associate it to the appropriate triggering event. Go to ActionManager > Editor Letters > Editor Receives Submission > Submission Transferred to Publication. Select the new letter to associate from the drop-down menu and click Submit.

For details on letter configuration, see Create Letters.